The verdict in three sentences
Custom fleet management software is built around a core at 40,000-70,000 EUR (vehicles, drivers, maintenance, costs) enriched with à-la-carte modules. Add 15,000 to 30,000 EUR for telematics, fuel and claims depending on your maturity. The return shows fast: -15% maintenance costs, less downtime and a per-vehicle TCO you can finally read.
The core and the modules
The core covers the vehicle registry, documents (registration, inspections, insurance), drivers, and a cost dashboard. Modules then address your pain points: GPS unit integration, preventive maintenance alerts, fuel tracking and anomaly detection, claims and fines management. In Lyon as anywhere, value comes from cross-referencing actual mileage, regulatory deadlines and workshop costs.
| Building block | Scope | 2026 range (EUR) |
|---|---|---|
| Fleet management core | Vehicles, docs, drivers, costs | 40,000 to 70,000 |
| Telematics/GPS module | Unit integration, real-time | 8,000 to 15,000 |
| Fuel module | Consumption, anomalies, cards | 5,000 to 10,000 |
| Claims/fines module | Reports, tracking, re-billing | 4,000 to 9,000 |
| Mobile driver app | Reports, checklists, documents | 8,000 to 16,000 |
| Annual maintenance | Fixes, evolutions | 9,000 to 15,000 |
Where the software makes money
Preventive maintenance turns reactive repairs into planned work: alerts triggered by mileage or date avoid costly breakdowns and unplanned downtime. Per-vehicle TCO tracking reveals the units to replace before they wreck the budget. It all pays back through lower workshop costs and better fleet availability.
| Lever | Without software | With custom software |
|---|---|---|
| Annual maintenance costs | Baseline 100% | -15% on average |
| Unplanned downtime | Frequent | Reduced (preventive) |
| Per-vehicle TCO visibility | Manual spreadsheet | Real-time |
| Missed inspection deadlines | Fine risk | Automatic alerts |
| Admin time / month | 20 to 40 h | 5 to 12 h |
Mini case study
Sophie manages the fleet of a construction firm in Lyon with 45 vehicles and machines. Annual maintenance costs reach 240,000 EUR. Custom software at 58,000 EUR (core + telematics + fuel) plus 12,000 EUR maintenance targets -15%, i.e. 36,000 EUR saved a year. The first-year investment (70,000 EUR) is absorbed in just under two years, before counting reduced downtime (each idle-machine day costs her 350 to 600 EUR) and the 25 admin hours recovered each month, re-deployable on management.
FAQ
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Do we have to build it all at once?
No. We ship the core first (40,000-70,000 EUR), then modules in waves based on ROI. That smooths the budget and secures team adoption.
How is per-vehicle TCO calculated?
By aggregating purchase/lease, fuel, maintenance, insurance, claims and downtime, relative to mileage. The software automates this where a spreadsheet becomes unmanageable beyond 20 vehicles.
Does it manage regulatory deadlines?
Yes: inspections, insurance and driver cards trigger automatic alerts, removing most avoidable fines.
Can we connect our fuel cards?
Yes, via import or oil-company APIs. The fuel module then flags overconsumption and anomalies, often 3 to 6% of recoverable spend.
What is the delivery timeline?
Expect 3 to 4 months for the core and driver app, then 3 to 6 weeks per additional module.
Let's scope your project. Tell us your fleet size, priority modules (telematics, fuel, claims) and budget: we'll frame a core that pays off in the first year. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
